DBS data handling, use, storage, retention and disposal - Storage and handling

Storage and access

Certificate information should be held securely, in lockable, non-portable, storage containers with access strictly controlled and limited to those who are entitled to see it as part of their duties. This is limited to those who are required to verify the receipt of the DBS certificate (for example, recruiting managers) and those required to assist in assessing an individual’s suitability for employment/ engagement following the receipt of a DBS certificate (for example, Assistant Directors and People Management Advisor where required).

Handling

In accordance with section 124 of the Police Act 1997, certificate information is only passed to those who are authorised to receive it in the course of their duties. We maintain a record of all those to whom certificates or certificate information has been revealed and it is a criminal offence to pass this information to anyone who is not entitled to receive it.

To note: those registered care homes which are inspected by the Care Quality Commission (CQC), those organisations which are inspected by Ofsted and those establishments which are inspected by the Care and Social Services Inspectorate for Wales (CSSIW) may retain the certificate until the next inspection.

Once the inspection has taken place the certificate should be destroyed in accordance with the code of practice.